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Write a Public Records Request Letter

Writing an open records request letter can be a little intimidating. Below are some tips for crafting a letter so that you have a better chance of getting the records you’re seeking (or if you’re denied, getting a proper explanation as to why).

Note: If you’re NOT asking for criminal justice records, you can delete the reference to the CCJRA in the letter template.

Figure out where to send your request. For cities and counties, the clerk is typically the records custodian. For bigger agencies and governments, a public information officer sometimes serves as the public records contact. Check the government’s website. Make a phone call, if necessary.

Some governments and agencies want you to use a special form to submit a public records request. That’s fine. But if their form isn’t roomy enough to describe your request, attach your own letter.

Be specific when you know what you’re looking for, such as a particular document. If you’re looking for information on a particular issue, request “any and all” records related to that issue. The government isn’t required to provide information, but it is required to provide public records that contain information.

Ask for a cost estimate. If research-and-retrieval charges are cost-prohibitive, you might be able to narrow your request.

Ask for a fee waiver if the requested records are to be used for a public purpose such as nonprofit activities, journalism or academic research (although fee waivers are discretionary).

ALWAYS ask for a written explanation if all or any portion of your request is denied, including a citation of each statutory exemption used to justify the withholding of records.

Ask that public records maintained in digital formats be provided to you via email in digital formats. If the records are maintained in a sortable format, such as a spreadsheet, ask for the records in a sortable format. If the records are maintained in a searchable format, such as a searchable PDF, ask for them in a searchable format.